The position is located under the Asset Management and Logistics Services (COR/AML). COR/AML includes providing communications hardware, inventory and records management, archives and registry, office allocations and relocations; travel, visa, transportation and shipment services in support of all activities of the Organization, as well as managing catering services at the Vienna International Center (VIC). COR/AML also coordinates the submission of environmental inventory for the Greening the Blue Report; the provision of data on emissions from UNIDO’s facilities as well as related offsetting measures so that UNIDO remains climate neutral.

At the G5 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team. His/her interventions result in the focused process impact.

The UNIDO Staff Performance Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her supervisor and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

RESPONSIBILITIES

Under the supervision of the Chief of Asset Management and Logistics Services, the Travel Assistant provides administrative support and is responsible for the following key functions:

• Arrange for visa clearance and process official international and Austrian visas through Permanent mission to UNIDO with the Embassies, Consulates and Austrian Authorities;
• Arrange for Austrian Visas and residence permits for family members and members of the same household in line with the HQ’s agreement with the Austrian Government;
• Liaise with the Austrian Ministry of Interior, Magistratsabteilung (Municipality) and Boarder Police on matters related to visas, residence permits and registration;
• Arrange to have UN travel documents issued: 1) to obtain official visas on the UN Laissez-Passers: 2) to confirm official status of the consultants on official mission on the UN Certificates and 3) dependents of the staff members on official travel on the Family Certificates;
• Draft correspondence for visa related matters prepare workload statistics and perform other duties and responsibilities as assigned, in particular, assist the supervisor whenever required.
• Arrange for shipment and storage of personal effects, removal of household goods on recruitment, separation and assignment travel ensuring the most optimal savings to the Organization;
• Arrange for shipment of personal effects on home leave, education grant and family visit travel and shipment of UNIDO property ensuring the most optimal savings to the Organization;
• Complete duty-free formalities and arrange tax refund for the smooth customs clearance;
• Using SAP, initiate and follow up on actions related to invoices issued by forwarding agents to ensure accuracy, justified and supported by the required documents, such as shipping, weight certificate, delivery receipt, etc;
• Arrange for official transportation to high level officials and ensures that the official vehicles are properly kept; Assist the Chief in selection of forwarding agents;
• Support the use of automation and technology for effective and agile operations.
• Support the archive and record management including relevant digitalization initiatives.
• Provides back-up for Headquarters office relocation and allocation;
• Perform any other related duties as assigned.

REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent), is required. Experience as Travel Assistant, highly desirable

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Technical and Functional Experience

• A minimum of eight (8) years of working experience in administration and office support preferably in the areas of general services, shipment and travel, visa and office relocation and allocation, archive management, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP Supplier Relationship Management (SRM) for procurement or asset management, is required.
• Experience with Service Management Tools such as TopDesk,JIRA,OTRS,ServiceNow, or similar, is required.

Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable. Knowledge of German is highly desirable.